UNIVERSITY of HOUSTON
MANUAL OF ADMINISTRATIVE POLICIES AND PROCEDURES
SECTION:
AREA:
Safety and Risk Management
Risk Management
SUBJECT:
I.
Number:
06.05.03
Motor Vehicle Record Evaluation (Interim)
PURPOSE
This document outlines policy and procedures in connection with the standards for determining
driving privileges and evaluation of motor vehicle records of employees, students, and volunteers
who operate vehicles for university business.
II.
POLICY
A. The University of Houston requires annual motor vehicle record checks (MVRs) on anyone
authorized to operate a vehicle owned or leased by the on university business. The use of a
personal vehicle in the course of conducting university business is considered “business
use.”
B.
C. NOTE:
This definition includes driving a personal vehicle to business meetings on or offcampus, seminars related to business, work-study students working for departments, and
meals where business is conducted.
III.
B.
MVRs shall be requested annually for employees who operate a vehicle owned or leased
by the for university business, using a Motor Vehicle Record Evaluation Request. The
form is available on the Risk Management Web site (http://www.uh.edu/riskmanagement).
C.
Each dean/department head will notify the Risk Management Department when MVRs
should be obtained for new drivers, prior to extending the offer of employment in cases
where driving is an essential job duty. Post Post-employment requests are acceptable
when driving is incidental to the person’s primary job responsibilities.
D.
No employee, potential employee, student, or volunteer is allowed to operate a university
vehicle on university business until authorization has been approved.
STANDARDS
A.
The standards for determining whether a person can be granted driving privileges are as
follows:
1.
Acceptable Driver:

Valid Texas driver’s license
Out of state driver’s licenses are not acceptable

No more than two moving violation convictions or at-fault accidents within the
past year, or five within the past three years
April 3, 2001; Interim Revised May 17, 2011September 5, 2012
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Motor Vehicle Record Evaluation (Interim)
MAPP 06.05.03

No Driving While Intoxicated (DWI) or Driving Under the Influence (DUI)
convictions within the past three5 years

No Driving Under Revocation

No Involuntary Manslaughter convictions

No Hit and Run convictions

No Felony with a Vehicle convictions
Each year, one moving violation or at-fault accident may be offset with a stateapproved defensive driving course approved for ticket dismissal. The cost of the
course is paid by the employee and must be taken on the employee’s own time.
2.
Deviations from Acceptability Criteria
Department managers of any persons not meeting the above acceptability
criteria will receive written notification from Risk Management, and a copy of the
notification will be forwarded to Human Resources for placement in the
employee’s file. Employment-related driving is forbidden at that time. If current
duties cannot be performed without driving responsibility, the employee may be
reassigned to an available, non-driving position for which the employee is
qualified. If no such position is available, the employee will be terminated.
If the manager of the individual not meeting the acceptability criteria would like to
request an exception from the policy, a memorandum outlining the reason for the
exception should be sent to the Director of Risk Management. A committee
consisting of the Director of Risk Management, Police Chief, General Counsel,
and Employment Relations Representative will review the request and determine
whether the request will be granted, perhaps with restrictions or specific
conditions.
IV.
REVIEW AND RESPONSIBILITY
Responsible Party:
Associate Vice President for Finance
Review:
Every two years on or before September 1
Interim Due Date for Review: February 15, 2013
V.
APPROVAL
Carl Carlucci
Executive Vice President for Administration and Finance
Renu Khator
President
Date of President’s Approval:
May 17, 2011
April 3, 2001; Interim Revised May 17, 2011September 5, 2012
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Motor Vehicle Record Evaluation (Interim)
MAPP 06.05.03
REVISION LOG
Revision
Number
Approved
Date
Description of Changes
1
04/03/2001
Initial version
2
10/16/2007
Applied revised MAPP template to meet current documentation
standards. The responsible party was changed from AVP for
Administration to VP for Administration and Finance
3
05/17/2011
Applied revised MAPP template and added new Revision Log.
In response to a regulatory audit, MAPP 06.05.03 was updated
to require MVR checks for all employees that operate any
vehicle for university business (not just university owned or
leased). Section II.B was removed which states that the MVR
consists of three years of in and out of state records. The use
of a personal vehicle for conducting university business was
defined and clarified in Section II. Out of state licenses were
specifically identified as ineligible to operate university owned
or leased vehicles. The necessity for MVR rush requests was
removed due to recent procedure changes. The responsible
party was also updated
Interim
TBD
Removed information on personal vehicles used for university
business in Section II.A. MAPP 06.05.03 now emphasizes
vehicles owned or leased by the university, and the
requirement for employees to fill out an MVR for driving
vehicles which are owned or leased by the university. In
Section II.C, the MVR should be filled out by employees prior to
extending the offer of employment in cases where driving is an
essential job duty. In Section III.A.1, the Driving While
Intoxicated (DWI) or Driving Under the Influence (DUI)
conviction requirement changed from five years to three years
April 3, 2001; Interim Revised May 17, 2011September 5, 2012
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